Designing a stores record keeping system for College of Computing & Information Sciences (CoCIS), stores at Makerere University

Abstract

This is a project named Designing a Records Keeping System for College of Information Sciences (Cocis) Stores at Makerere University. It is based on the fact that, there have been manifestations of stock imbalances due to poor documentation of inventory in the store which was observed through complaints of some materials being out of stock. The purpose of this study is to evaluate the current state of records keeping practices in stores at CoCIS so as to design an appropriate record keeping system for stores of the College of Computing and Information Sciences, Makerere University. The objectives of the study include; To find out the current practices that generates records in stores at CoCIS: To identify types of records created and kept by stores at College of Computing and Information Sciences: To identify the challenges associated with the records keeping system of College of Computing and Information Sciences: To identify requirements for designing an ideal store's records keeping system for CoCIS: To design an appropriate store records keeping system for College of Computing and Information Sciences. The researchers used a case study research design to conduct this research where a single unit was chosen for this study because it provided a framework for interpreting the variables of the study. Purposive sampling was used to select the respondents. It comprised of the population where all the 3 of study population, were used as the sample size. To gather information, the following research tools were used: an observation guide, and an interview guide. The results indicated that; challenges associated with the stores records keeping system of College of Computing and Information Sciences which included; inaccurate data, manual documentation, inventory loss, poor communication. However, general challenges faced by management of CoCIS stores include; Financial problem due to delay of Government funds from the Government of Uganda, pressure from staff, complaints from suppliers due to delayed payments and Covid cut of the budget. The study concluded that there were different types of records generated from the different practices of CoCIS stores and their management is prone to several challenges. It was recommended that there should be allocation of adequate and timely funds, improving communication channels and adoption of the recommended CoCIS stores records keeping system.